The parts of Beacon described below are generally only available to the Site Administrator.
Viewing System Users
System Users are those members who are required to perform some administration on the system, e.g. Committee, Group Leaders, etc. Access is given according to the needs/requirements of their Roles.
Click System users on the Home Page to view the list of users. All users (except the special case of the Site Administrator) must be current U3A members.
Click on a blue Full Name to view the System User Record.
Pressing the button with three dots next to the Member name [A] will take you to their individual Member Record (see 4.2), as long as they are a current member. You should ensure that where access to Beacon is no longer required, System Users are deleted by pressing Delete User [B].
Note: this does not delete their Membership Record.
The lower part of the form shows the Roles that the user has been assigned (see 8.2). After changing the Roles assigned to a user, press the Save Role Assignment button [C].
Adding New Users
Click Add New User from the System User list or an existing System User Record. Select the name of the member from the drop-down list and enter a Login name (username) in the field below.
Usernames can only have lower case letters or numbers with no blank spaces and should be personal to the user (e.g. jbloggs), rather than relating to a role such as Membership Secretary.
After pressing the Save User button, a message showing the User’s temporary password and prompting you to establish the user’s roles will be displayed. Make a note of the Username and Password (for when you inform the user) and then click OK to dismiss the message.
Users must be assigned one or more Roles as described below. These assignments can be changed when a user changes roles without having to change the login name allocated to the person.
Assigning Roles to a User
Every user, except the Site Administrator, must be assigned to one or more Roles in order to access Beacon. Select the Roles required at the bottom of the User Record and press the Save Role Assignment button [C].
See 8.2 for details of how to create and edit Roles and Privileges.
Re-setting a User's Password
It is not possible to ascertain a user's password, so if a user forgets theirs the only options are for the user to click the Forgotten your username or password link on the Beacon log-in page, or for the Site Administrator to re-set the password.
To re-set a user's password, open their User Record and press the Set Temporary Password button. You will need to notify the user of their new password and they will have to change their password on first use.